Executive Assistant to Managing Director

Job Description – Office CoordinatorRole Summary:

The Office Coordinator plays a vital role in ensuring the seamless daily operations of the office and the efficient execution of administrative and coordination tasks across departments. Acting as the central hub for internal communication, task delegation, and office logistics, the Office Coordinator ensures that no detail falls through the cracks. This role supports the Managing Director (MD) and internal teams by coordinating communications, tracking deliverables, managing schedules, and handling personal and professional logistics.

While this role does not directly participate in sales, operations, or finance decisions, it is critical for ensuring organizational execution, communication alignment, and follow-through on key initiatives.

Key Responsibilities1. Communication & Email Management

· Monitor and manage shared office and MD-related communication channels (e.g., Gmail, Outlook).

· Draft, review, and send communications on behalf of the MD and office administration.

· Maintain a high standard of written communication and confidentiality.

· Set up and maintain internal communication protocols for smooth information flow.

2. Call Coordination

· Answer and redirect incoming calls professionally.

· Act as the point of contact for internal and external queries.

· Triage and prioritize communications, escalating only critical issues to the MD.

3. Task Delegation & Follow-up

· Coordinate daily tasks and projects delegated by the MD and leadership team.

· Use structured follow-up processes to ensure deadlines are met.

· Maintain a daily task and delegation tracker to monitor progress.

· Act as the central point for tracking status and updates across departments.

4. Office & Personal Administration

· Oversee logistics related to travel, calendar scheduling, office supplies, and facility management.

· Manage vendors, service providers, and administrative errands.

5. Team Coordination & Culture Building

· Serve as the liaison between leadership and departmental teams.

· Build rapport and ensure alignment between departments on communication and timelines.

· Encourage a culture of accountability, responsiveness, and transparency.

· Address any bottlenecks or communication gaps discreetly and professionally.

6. Research & Information Management

· Conduct research assignments as requested by leadership.

· Summarize findings clearly and concisely for decision-making purposes.

· Maintain a repository of research documents for future reference.

7. Field Work & Runner Oversight

· Manage and assign fieldwork or errands to the office runner or support staff.

· Ensure timely completion and reporting of on-ground tasks.

· Maintain a checklist/log of all physical deliverables and actions completed.

Skills & Attributes Required

· High integrity and discretion in handling sensitive information

· Excellent verbal and written communication

· Assertive and respectful communicator

· Organized and detail-oriented; strong documentation habits

· Proactive mindset – anticipates needs and addresses issues early

· Strong task management and follow-up discipline

· Tech-savvy – comfortable with Google Workspace, Microsoft Office, task tools

· Commitment to excellence and long-term team success

Job Type: Full-time

Pay: ₹40,000.00 - ₹50,000.00 per month

Work Location: In person